October 24, 2015 The Future of 4-H Starts Today: Implementation of the 4-H Futures Task Force Recommendations

Welcome! Let’s get to know our tablemates! – Name – County – One hope for 4-H

Agenda Desired Outcomes: 1.Increased understanding of what led to the development of the 4-H FTF 2.Shared understanding of the 4-H FTF process and recommendations 3.Understanding of the new State level Volunteer Management Organization 4.Strengthen the communication and continuous improvement plan through group input 5.Address questions from the 4-H community

MORNING Welcome and Introductions Review Outcomes, Agenda, Roles Group Agreements Set the Stage FTF Journey and Recommendations LUNCH: 12:00-12:30 PM AFTERNOON New State Level 4-H Volunteer Management Organization Timeline for Implementation Break Communication Plan Continuous Improvement Plan Question and Answer Session Wrap-Up DEPARTURE: 4:00 PM

Fe = Facilitator Fe = Facilitator Shannon = Presenter You = Participate & Engage You = Participate & Engage Steven = Technology Steven = Technology Bill & Chris = Represent Division Leadership Bill & Chris = Represent Division Leadership

GROUP AGREEMENTS

Introducing Associate Vice President of the University of California, Division of Agriculture and Natural Resources ……

Desired Outcomes Increase understanding of what led to the development of the 4-H FTF Shared understanding of the 4-H FTF process and recommendations

Statewide Program Goals Two goals of the UC ANR 4-H YDP: 1.Strengthen current programming 2.Increase youth and adult volunteer participation in the 4-H YDP

CA 4-H Participation ( ) Note: Numbers include duplicates

Retention Rates ( to ) = 76% = 63% 10,709 youth did not re-enroll in ,338 adult volunteers did not re-enroll in Communication Adults Fighting Disconnected novice More training and resources More fun Requirements Club meetings More opportunities

Youth participate in 4-H through a wide variety of delivery modes. Nearly 46% of youth members participate in the Organized 4-H Club Program, with over 50% of the membership enrolled in other delivery modes.

Nearly 50% of the youth in 4-H live in urbanized a areas. These areas make up 71% of the state’s population. a According to the US Census, urbanized area encompasses 50,000 or more people.

Nearly 33% of youth in 4-H are Latino, and 26% are of a race other than white. US Census data (2010) indicates that 50% of the youth population (ages 5 to 19) in California are Latino, and 49% are of a race other than white. 33% 67%

Growth Opportunities Retention Offering a wide variety of program opportunities Latino population – Youth & Volunteers Urban audiences Volunteers Alumni engagement – Volunteers – Donors

Key Points Goals of the UC ANR 4-H YDP are to: 1.Strengthen current programming 2.Increase youth and adult volunteer participation in the 4-H YDP

Charge to the 4-H Futures Task Force Analyze our current organizational structure and develop a recommendation for an effective program structure that: – Represents the breadth of the program delivery modes – Takes into account the sectional and state events, activities, programs and advisory committees/leadership teams – Engages and empowers youth members and adult volunteers – Revitalizes or expands the role of adult volunteers and young people – Engages youth as equal partners – Improves consistency of programming – Improves the county to state communication network – Minimizes the administrative or management tasks and responsibilities

STATE COUNCIL President Vice President Secretary Recording Secretary Policy Secretary Treasurer Past President Healthy Living Officer Technology Officer Public Relations Officer NS 4- H Council President NS 4-H Youth Council Rep NCS 4-H Council President NCS 4-H Council President Youth Rep SC 4- H Council President SC 4-H Youth Council Rep SCS 4-H Council President SCS 4-H Council President Youth Rep State Office Staff Liaison (ex-officio) State Ambassador Rep (ex-officio) State 4-H Program Development Board 4-H ADVISORY COMMITTEES SET Healthy Living Technology Camping Shooting Sports Animal Science Education Citizenship/Leadership Policy Incentives & Recognition Positive Youth Development State 4-H Office UC ANR PROGRAM TEAMS/ WORKGROUPS Positive Youth Development Diversity in Youth Development Developing Volunteer Capacities Science Literacy Money Talks ….. SOUTH CENTRAL COUNCIL President Vice President Secretary Treasurer Policy Secretary Health Living Officer State Office Staff Liaison (ex-officio) NORTH SECTION COUNCIL President Vice President Secretary Treasurer Policy Secretary Conference Director State Office Staff Liaison (ex-officio) NORTH CENTRAL SECTION COUNCIL President Vice President Secretary Treasurer Policy Secretary Health and Safety Officer Technology Officer State Office Staff Liaison (ex-officio) SOUTH SECTION COUNCIL President Vice President Secretary Treasurer Policy Secretary State Office Staff Liaison (ex-officio) COMMITTEES Nominating Finance Public Relations Affirmative Action Sub Sectional Presentation Day Sectional Fashion Revue SLF WHY COMMITTEES Nominating Finance Public Relations Affirmative Action Sub Sectional Presentation Day Sectional Fashion Revue SLF COMMITTEES Nominating Finance Public Relations Affirmative Action Sub Sectional Presentation Day SLF COMMITTEES Nominating Finance Public Relations Affirmative Action Sub Sectional Presentation Day SLF COMMITTEES Nominating Finance Public Relations 4-H YD Comm Network Affirmative Action Sub Sectional Presentation Day SLF Administrative Authority & Responsibility Assistance, advice and two-way communication

Charge to the 4-H Futures Task Force Analyze our current organizational structure and develop a recommendation for an effective program structure that: – Represents the breadth of the program delivery modes – Takes into account the sectional and state events, activities, programs and advisory committees/leadership teams – Engages and empowers youth members and adult volunteers – Revitalizes or expands the role of adult volunteers and young people – Engages youth as equal partners – Improves consistency of programming – Improves the county to state communication network – Minimizes the administrative or management tasks and responsibilities

Review of the 4-H FTF Timeline 8/16/13 4-H FTF Mtg 1 (Identify Priorities) 9/10/13 & 9/18/13 4-H Community Town Hall Webinars (Input) 11/21/13 4-H FTF Mtg 2 (Reconfirm Priorities) 11/22/13 – 5/18/14 Statewide feedback (Input) 12/20/13 4-H FTF Mtg 3 (Draft Recs) 1/28/14 4-H FTF SC Mtg 1 (Identify Needs) 3/25/14 4-H FTF SC Mtg 2 (Evaluate Org. F/W) 4/3/14 4-H FTF Mtg 4 (SC Report- Out) 4/30/14 4-H Community Webinar (Input) 5/18/14 4-H FTF Mtg 5 (Finalize Recs)

Organization: The CA 4-H organization is complex and has multiple areas which have become unintentionally siloed. If the organization is able to reorganize to best meet the growing and changing needs of the members, volunteers, families and supporters the organization may be in a better position to help 4-H grow for the next 100+ years. Funding: Continue to build a stronger case for support; reduce costs for youth participation; and increase resources. 4-H Public Relations: 4-H is more than agriculture, it’s more than cows and cooking. There is a desire to increase awareness, visibility, outreach and participation in the program. Development of a 4-H PR plan and associated marketing materials is needed. Engagement: Build and improve relationships with members, potential members and volunteers, and external advocates; increase knowledge of programs/opportunities; recruit and retain more members and volunteers; and increase diversity of youth and volunteer participants. Communication: Increase communication across the 4-H organization, share opportunities across sections, and improve the flow of information. The Top 5 Areas of Discussion by Level of Interest:

Review of the Timeline 8/16/13 4-H FTF Mtg 1 (Identify Priorities) 9/10/13 & 9/18/13 4-H Community Town Hall Webinars (Input) 11/21/13 4-H FTF Mtg 2 (Reconfirm Priorities) 11/22/13 – 5/18/14 Statewide feedback (Input) 12/20/13 4-H FTF Mtg 3 (Draft Recs) 1/28/14 4-H FTF SC Mtg 1 (Identify Needs) 3/25/14 4-H FTF SC Mtg 2 (Evaluate Org. F/W) 4/3/14 4-H FTF Mtg 4 (SC Report- Out) 4/30/14 4-H Community Webinar (Input) 5/18/14 4-H FTF Mtg 5 (Finalize Recs)

The Roadmap to the Future Objectives 1. Make the Best Better 2. Learn by Doing Organize 4-H to best meet the growing and changing needs of the members, volunteers, and supporters to better position growth for the next 100+ years FTF Priority & Strategy Vision, Mission, and Objectives Build and improve relationships with members, potential members, leaders, and external advocates; increase knowledge of programs/opportunities; recruit more members to participate; increase delivery modes of 4-H; and increase diversity by reaching more people in our communities Increase communication across the 4-H organization, share opportunities across sections, and improve the flow of information. Healthy, happy, thriving people who make a positive difference in their communities The University of California 4-H Youth Development Program engages youth in reaching their fullest potential while advancing the field of youth development Increase awareness, visibility, outreach and participation in the program. Organization Engagement Communication Funding Public Relations Mission Vision

Management Sectional Council Members participate in committees or act as advisory panel Sectional Council Members participate in committees or act as advisory panel Delivery Mechanisms Delivery Working Teams State & County Staff, Volunteers, youth Afterschool Camping Military Club Etc. Delivery Working Teams State & County Staff, Volunteers, youth Afterschool Camping Military Club Etc. Sectional/Regional Program Delivery Teams State Staff – Regional Partner Volunteers – Sectional Councils Sectional/Regional Program Delivery Teams State Staff – Regional Partner Volunteers – Sectional Councils Management Committees: State Staff, Volunteers, Youth, Community Marketing & PR Fund Development Adult & Youth Engagement Communications Incentives & Recognition Treasury and Budget Policy Peer Review Community Advisory Management Committees: State Staff, Volunteers, Youth, Community Marketing & PR Fund Development Adult & Youth Engagement Communications Incentives & Recognition Treasury and Budget Policy Peer Review Community Advisory Programs/Events Program Working Teams Volunteers, Youth, Community Partners & Staff SET (with sub programs) Healthy Living (with sub programs) Citizenship Leadership & Public Speaking Program Working Teams Volunteers, Youth, Community Partners & Staff SET (with sub programs) Healthy Living (with sub programs) Citizenship Leadership & Public Speaking Academic Advisory Teams State & County Staff (SET, Healthy Living, Camping, Citizenship, Thrive) Academic Advisory Teams State & County Staff (SET, Healthy Living, Camping, Citizenship, Thrive) Statewide Event Coordination ( Administration & logistics) State Staff Statewide Event Coordination ( Administration & logistics) State Staff Board of Directors Volunteers, Youth, Community/Funding Partners, Academics & Staff Board of Directors Volunteers, Youth, Community/Funding Partners, Academics & Staff

Key Points Goals of the UC ANR 4-H YDP are to: 1.Strengthen current programming 2.Increase youth and adult volunteer participation in the 4-H YDP

Desired Outcomes Increase understanding of what led to the development of the 4-H FTF Shared understanding of the 4-H FTF process and recommendations

We will reconvene at 12:30 pm

Desired Outcomes Understanding of the new State level Volunteer Management Organization Strengthen the communication and continuous improvement plan through group input Address questions from the 4-H community

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MANAGEMENT BOARD Chair Vice Chair Secretary Treasurer Resource Development Director Marketing and Public Relations Director Northern Area Director Bay/Central Coast Area Director Central Area Director Southern Area Director Program Team/Workgroup Representatives (ex-officio) Advisory Committee Representatives (ex-officio) State Office Staff Liaison (ex-officio) State 4-H Program Development Board COMMITTEES Communications Finance Resource Development Marketing and Public Relations Northern Area Program Development Bay/Central Coast Area Program Development Central Area Program Development Southern Area Program Development Expansion & Review (Ad Hoc) Peer Review (Ad Hoc) 4-H ADVISORY COMMITTEES SET Healthy Living Technology Camping Shooting Sports Animal Science Education Citizenship/Leadership Policy Incentives & Recognition Multicultural & Community Engagement Volunteer Development Positive Youth Development Ambassador UC ANR PROGRAM TEAMS/ WORKGROUPS Positive Youth Development Diversity in Youth Development Developing Volunteer Capacity Science Literacy Money Talks …. Administrative Authority & Responsibility Assistance, advice and two-way communication State 4-H Office Event Committees Administrative Authority & Responsibility Assistance, advice and two-way communication

MANAGEMENT BOARD Chair Vice Chair Secretary Treasurer Resource Development Director Marketing and Public Relations Director Northern Area Director Bay/Central Coast Area Director Central Area Director Southern Area Director Program Team/Workgroup Representatives (ex-officio) Advisory Committee Representatives (ex-officio) State Office Staff Liaison (ex-officio) State 4-H Program Development Board COMMITTEES Communications Finance Resource Development Marketing and Public Relations Northern Area Program Bay/Central Coast Area Program Central Area Program Southern Area Program Expansion & Review (Ad Hoc) Peer Review (Ad Hoc) Administrative Authority & Responsibility Assistance, advice and two-way communication State 4-H Office Event Committees Administrative Authority & Responsibility Assistance, advice and two-way communication Management Boards and Committees = 4-H Youth Members and Adult Volunteers working together in partnership =

Management Board Roles and Responsibilities Strengthen the program and expand the programs reach. Provide leadership for regional programming to ensure alignment with statewide goals and priorities. Assess local and regional needs to help ensure statewide and regional programming addresses local needs. Serve as a conduit to connect state and regional programming and committees. Support statewide and regional programming through resource development, marketing and public relations, and internal communications. Manage funds for regional programming and statewide efforts under purview of the board.

Key Points -Programming is based on needs in the area. BUT…. -All area events and activities are open to youth and adult volunteers across the state. AND…. -Areas are flexible and may be reviewed, assessed and revised by the Management Board.

Communications Committee State 4-H Management Board Northern Area Director Northern Area Program Committee Animal Science Education Advisory Committee Youth from throughout the state invited to participate. Marketing & Public Relations Committee Example: Horse Show Administrative Authority & Responsibility Assistance, advice and two-way communication Horse Show Event Committee

State 4-H Management Board Volunteer Development Advisory Committee Example: SLF Administrative Authority & Responsibility Assistance, advice and two-way communication Developing Volunteer Capacities Workgroup ACADEMIC WORK (E.G., EFFECTIVE VOLUNTEER DEVELOPMENT STRATEGIES) Southern Area Director Southern Area Program Committee DEVELOP TRAINING RESOURCES, PLAN & DELIVER TRAININGS Other Advisory/state level Committees PROVIDE CONTENT EXPERTISE SLF Event Committee

Building Capacity for Growth Aligning priorities and goals across the organizational structure Creating more formalized connections, integration, and synergy across the state Improving communication Increasing external public relations Increasing funding from private donors

Key Points Management Board designed to address priorities identified by the 4-H FTF. Management Board and Committees are composed of 4-H youth and adult volunteers. Area programming is based on needs in the area, but open to all 4-H members and adult volunteers across the state. All regional events and conferences are under the responsibility of the Area Planning Committee, Area Director and ultimately the Management Board. Area Event Planning Committees work with appropriate state-level committee to leverage resources, expertise and align efforts.

Implementation Team Appointed by the Associate Director of 4-H Program and Policy Composition o Approximately 5-6 youth, volunteers and staff Term o 11 months: November 1 - September 30 Responsibilities o Review documents and provide input o Help identify any gaps and develop strategies to address them o Serve in an advisory capacity to the Associate Director and Management Board o Work with Councils to help support the transition o Positive communication

Timeline OctNovDecJanFebMarch Implementation Meeting Implementation team works on MB docs Implementation finalizes MB docs Submit request for charter Implementation team selected; term begins Recruitment Begins – apps release Implementation team works with councils on transition AprilMayJuneJulyAugustSept Director Apps Due Committee Member Apps Due Select committee members New Structure Implemented MB Annual Planning Meeting Implementation team term over Directors selected Continued recruitment if needed Director Term begins Implementation team works with councils on transition Councils disbanded

Key Points An Implementation Team will be appointed to advise on logistics related to the implementation and support the transition and positive communication. The State 4-H Management Board will be implemented July 1, 2016.

15 Minute Break

Communication Timeline OctNovDecJanFebMarch Phase II: Implementation Meeting Article in 4-H updates Q & A with Advisory Committee/ Leadership Team Chairs Q & A North Section Council Meeting Q & A North Central Council Meeting Town Hall with county VMO Presidents/Chairs Q & A on 4-H Staff VBB Q & A South Section Council Meeting Q & A South Central Council Meeting FAQ monthly post on social media and website AprilMayJuneJulyAugustSept Q & A State Council Meeting Communication committee begins to develop plan FAQ monthly post on social media and website MB Monthly update (social media, newsletter, county VMOs)

Continuous Improvement Plan Communicate PLANIMPLEMENTEVALUATEREFINE

Continuous Improvement Plan 6 mo Internal evaluation (+/++) Refine or plan and implement areas of improvement 1 yr Internal and external evaluation (+/++) Refine or plan and implement areas of improvement 1.5 yr Internal evaluation (+/++) Refine or plan and implement areas of improvement 2 yr+ Internal and external evaluation Refine or plan and implement areas of improvement Communicate

Wrap-Up Continuous Improvement Process Communicate “Engage youth in reaching their fullest potential…” Meet goals to strengthen and grow the 4-H YDP

Desired Outcomes Increased understanding of what led to the development of the 4-H FTF 1 1

Desired Outcomes Shared understanding of the 4-H FTF process and recommendations 2 2

Desired Outcomes Understanding of the new State level Volunteer Management Organization 3 3

Desired Outcomes Strengthen the communication and continuous improvement plan through group input 4 4

Desired Outcomes Address questions from the 4-H community 5 5

What if I have questions? Visit/post on The Future of 4-H Starts Today Facebook pageThe Future of 4-H Starts Today Visit/ask a question on the Future of 4-H Starts Today webpageFuture of 4-H Starts Today Contact Shannon Horrillo at or (530) Attend a sectional/state council meeting, town hall meeting, or 4-H VBB as appropriate Read the 4-H Monthly Newsletter4-H Monthly Newsletter

Safe Travels & Thank You for Participating